Not every payment goes through the gateway. Someone pays cash at the counter, a company pays by direct credit, a card goes through your own EFTPOS terminal. Glovebox cannot see any of that, so until you record it the booking still shows the money as owing — and the automation keeps emailing the customer about it.
Open the booking, go to the Payments tab, and choose Record manual payment. It is available on any booking that has not been cancelled.
What the form asks for
- Amount. Defaults to whatever is still outstanding, which is right most of the time and wrong when you are recording a part payment. Check it.
- Payment type. Glovebox guesses: Deposit when this is the first payment on a booking that is not confirmed yet, Balance when money is owing, Other when nothing is. The guess is a starting point, not a decision — override it when you know better. The full list is Deposit, Balance, Bond, Damage, Fuel, Over-mileage, Cleaning and Other.
- Reference. Required, and not decoration. This is the receipt number, the bank statement line, the EFTPOS terminal reference — the thing that lets you match this row to a real transaction when someone queries it months later.
- Date received. Defaults to today in your timezone. Change it when you are catching up on a payment that landed last week; the ledger should show when the money actually arrived, not when you typed it in.
- Notes. Optional. They go onto the payment's record alongside your name.
The payment type matters more than it looks. It is what tells Glovebox whether the money counts toward the hire, and it is what your revenue reports group by. A balance recorded as "Other" will not settle the balance.
What happens when you save
The payment lands on the ledger as captured, with your name on it, and the paid and outstanding totals recalculate immediately.
If it clears the hire balance, Glovebox stands down the automation. Any pending scheduled balance charge is cancelled, so the daily runner does not later charge a card for a booking somebody already paid in cash. This is the main reason to record the payment promptly rather than at the end of the week.
A double-tap will not double-count. An identical payment — same booking, same type, same amount, same reference — recorded seconds after the first is treated as the same payment rather than a second one. A deliberate repeat a few minutes later still records normally, which is what you want when someone genuinely pays the same amount twice.
Undoing one
Delete payment takes the row off the ledger and recalculates the balances. You need the void-payment permission, and it only works on payments you recorded manually — a gateway payment or a bond cannot be deleted here, whatever it looks like on screen. Deleting is logged with the amount, the type and the reference.
Restore payment puts a deleted one back. Deleting is not destruction; the row is kept and the restore recalculates the balances again. So a mistyped amount is a delete, a restore if you were wrong about being wrong, and a fresh entry with the right figure.
Neither moves money. They are ledger corrections. If the customer actually needs their cash back, that is a separate conversation and a separate payment.
Balance handled outside Glovebox
Different problem, different tool. Mark as handled outside Glovebox stops the automatic balance requests without recording a payment — for a balance settled by invoice, by arrangement with an account customer, or written off. It asks how it was handled, and that answer is the record. Resume balance requests puts the emails back.
The modal is blunt about the distinction, and it is the right instinct: if money actually arrived, record it as a payment so the ledger is right. Mark-as-handled is for "stop chasing this"; Record manual payment is for "the money is here".
If it did not work
- The booking still shows as owing. Check the payment type on the row you recorded. Only hire-counting types settle the balance; a payment typed as "Other" sits on the ledger without clearing anything.
- Delete payment is not there, or does nothing. Either you do not have the void-payment permission, or the row is not a manual one. Gateway payments are refunded through the gateway, not deleted.
- The customer was emailed a payment request anyway. The request went out before the manual payment was recorded. Record it as soon as the money arrives and the automation stands down on its next pass.
- Two identical payments on the ledger. The de-duplication window is seconds, not minutes. Delete the extra one.
Things worth knowing
- Every manual payment is an assertion, and it is logged as one — your name, the amount, the type, the reference, and the note. That is deliberate. It is the only evidence that the money existed, because there is no gateway record to fall back on.
- A reference you will understand later beats a reference that is quick to type. "Cash" tells you nothing in March. "Counter receipt 4471, K Reihana" tells you everything.